--- title: MOMENTUM Project - Document Management System (DMS) url: https://www.velsof.com/case-studies/momentum-project-document-management-system-dms/ date: 2026-02-23 type: case_study author: Velocity Software Solutions client: John Snow India Private Limited (JSI India) - MOMENTUM Routine Immunization Transformation and Equity Project industry: Public Health / Immunization / Knowledge Management location: "New Delhi, India" categories: Case Studies tags: Cybersecurity, Dashboard, Healthcare, Public Health, Training, USAID, Web Application Development --- ## The Challenge JSI India’s MOMENTUM Routine Immunization Transformation and Equity Project, funded by USAID, manages a vast repository of documents related to immunization programs, research, and technical assistance activities. The project faced significant challenges in document management: - **Inefficient Document Storage & Retrieval**: Without a centralized system, project documents were stored across multiple locations (individual computers, shared drives, email threads), making retrieval time-consuming and unreliable - **No Version Control**: Multiple versions of critical documents circulated without a systematic way to track changes, leading to confusion about the authoritative version - **Weak Access Control**: There was no granular user permissions system, making it difficult to control who could access, edit, or share sensitive documents related to the MoHFW and Government of India - **Poor Search Capability**: Finding specific documents or information within documents required manual searching through folders and files, with no full-text search or metadata-based filtering - **Security & Compliance Gaps**: The handling of sensitive health data related to the Ministry of Health and Family Welfare required robust security measures, including encryption, audit trails, and compliance with data protection standards - **Infrastructure Uncertainty**: The project needed expert guidance on whether to deploy the DMS on-premises or in the cloud, considering factors like scalability, cost, security, and maintenance ## Velocity’s Solution ### Scope of Work Velocity delivered a comprehensive Document Management System encompassing infrastructure analysis, solution architecture, development, deployment, and ongoing support — providing JSI India with a secure, scalable, and user-friendly platform for managing its entire document ecosystem. ### Key Features & Deliverables - **Infrastructure Recommendation & Analysis**: - Assessment of JSI’s requirements, current document management practices, anticipated volume, user base, and scalability needs - Evaluation of on-premises vs. cloud-based deployment with cost-benefit analysis - Hardware, networking, and database engine recommendations - Backup and disaster recovery plan - Regulatory compliance and data security considerations - Training for JSI IT staff on infrastructure management - **DMS Solution Development**: - **User Authentication & Permissions**: Secure login protocols (username/password, Multi-Factor Authentication, Single Sign-On) with granular role-based access control - **Document Storage & Retrieval**: Hierarchical folder structures, tags, and metadata-based organization for intuitive document management - **Version Control & Revision Tracking**: Complete document change history with collaboration support - **Advanced Search**: Full-text search, metadata filtering, faceted search, and search indexing for rapid document discovery - **Collaboration Features**: Document sharing, commenting, annotation, workflow automation, and task management - **Tagging & Metadata Management**: Rich metadata schema for document categorization and retrieval - **Responsive Web Interface**: User-friendly interface accessible across all devices - **Data Encryption**: Industry-standard encryption at rest and in transit - **Audit Logging**: Comprehensive tracking of user activities, system events, and security incidents - **Document Indexing, Tagging & Metadata Support**: - Collaborative definition of document categorization criteria and metadata schema with JSI team - Manual tagging assistance for existing documents - Document indexing strategy for fast and accurate retrieval - Training for JSI personnel on best practices - Initial migration of existing documents including data cleansing and metadata population - Ongoing optimization of indexing and tagging processes - **Security Audit**: Complete audit by CERT-IN accredited agency ensuring compliance with industry standards and regulatory requirements  ### Technology Stack - Custom DMS application with responsive web interface - Full-text search engine (Elasticsearch or equivalent) - Database engine (recommended based on infrastructure analysis) - MFA and SSO authentication protocols - Industry-standard encryption (AES-256 at rest, TLS in transit) - Cloud or on-premises infrastructure (based on recommendation) - Audit logging and monitoring framework ## Implementation Approach The project followed an accelerated 3-month timeline across four major deliverable phases: 1. **Planning & Design (By July 20, 2024)**: Detailed inception report including architecture design, requirements specification, project plan with milestones, risk management, and infrastructure recommendation — Payment: 10% 2. **DMS Development (By July 26, 2024)**: Fully functional DMS meeting all specified requirements including UI prototype, advanced search, document indexing and tagging implementation — Payment: 25% 3. **Pilot Testing (By August 9, 2024)**: Pilot testing with 5-10 real users, gathering feedback and refining the system — Payment: 30% 4. **Final Delivery & Support Planning (By August 26, 2024)**: Production rollout with deployment assistance, user documentation, training materials, and ongoing support plan — Payment: 20% 5. **Contract Closure & Handover (By September 6, 2024)**: Official handover plan outlining transition of responsibility from Velocity to JSI — Payment: 15% ## Key Outcomes & Impact - **Centralized Document Repository**: All project documents organized in a single, searchable platform, eliminating scattered storage and improving accessibility for all stakeholders - **Robust Security Framework**: CERT-IN accredited security audit, encryption, and comprehensive audit trails ensured compliance with data protection standards for sensitive government health data - **Efficient Knowledge Retrieval**: Full-text search and metadata-based filtering reduced document retrieval time from minutes (or hours) to seconds - **Version Integrity**: Complete revision control ensured that teams always worked with the latest, authoritative version of every document - **Collaborative Workflows**: Annotation, commenting, and task management features streamlined team collaboration on document review and approval processes - **Sustainable Operations**: Comprehensive training and documentation enabled JSI personnel to independently manage the DMS after handover - **Infrastructure Clarity**: The detailed infrastructure analysis and cost-benefit comparison provided JSI with a clear, evidence-based foundation for their technology investment decisions ## Why Velocity Velocity was selected for this project because of: - **Enterprise DMS development expertise** with experience building secure, scalable document management solutions for organizations handling sensitive data - **Infrastructure advisory capability** combining technical architecture expertise with business-oriented cost-benefit analysis for optimal deployment decisions - **Security and compliance knowledge** essential for a system handling Ministry of Health and Government of India data, including experience with CERT-IN audit requirements - **Rapid delivery capability** meeting the aggressive 3-month timeline from planning through production deployment - **Strong knowledge management methodology** for document indexing, tagging, and metadata schema design that ensured long-term usability and searchability - **USAID project experience** ensuring compliance with donor-specific requirements for data handling, privacy, and intellectual property